What’s new?
We have introduced several enhancements to Tasks. Users can now share their task list with other users or user groups directly from My Actions ; Tasks and filter their task view to see tasks shared with them. When creating a task via Quick Note, users can now assign it to another user or user group without navigating to the task record separately. The Notes column in table view now displays plain text content, limited to 200 characters with a hover tooltip for truncated entries. A new Reminder for dropdown has been added to the Task Info section, allowing users to direct task reminders to a specific assignee when the Reminder checkbox is ticked. Finally, users can create a task directly from a diary event, ensuring follow-up actions are captured at the point of scheduling.
How do I start using it?
New Option to Share Tasks from the Task List
Users can now share their tasks with other users or user groups directly from the Tasks interface, making it easier to ensure desk coverage when out of the office.
A new Sharing button has been added to the toolbar of My Actions ; Tasks. Clicking it opens the Task Shared Links form, where users can manage all their task sharing configurations.
The form displays existing sharing records on the left, with a details panel on the right showing key information including who tasks are shared with, permission settings (Edit Items, Delete Items), and an optional expiry date. An Additional Info tab provides audit details such as creation and last updated information.
To create a new sharing record, click New in the toolbar. Users can share tasks with an individual user or a user group — selecting one will hide the other field to avoid conflicts. Both lookup fields include a searchable picklist with pagination. Users can also set an expiry date for the sharing arrangement and control whether the recipient can edit or delete tasks. Once configured, click Save to confirm or Cancel to discard.
If tasks are already shared with the selected user or user group, the system will prevent saving and display a validation message at the top of the form. The user can dismiss the message, select a different recipient, or cancel the operation.
Additional toolbar options include Edit, Delete (via the More menu), a Table/List view toggle, Refresh, and a Favourite option that adds shared users or user groups to the Favourites menu for quick access.
Filter by users in order to see shared tasks
Users can now filter their task list by shared users, making it simple to view and manage tasks that others have shared with them.
A new Users category has been added to the Task List filter options.
When selected, it displays a list of all users who have shared their tasks with the current user — either directly or via a user group they belong to.
Only active sharing arrangements are shown, meaning any records where the Task Sharing Expires On date has passed will be excluded.
Selecting one or more users from this list and applying the filter refreshes the task list to display all tasks assigned to those users, using the standard task list layout.
The level of interaction available on shared tasks is controlled by the permissions set when the sharing was configured. If none of the users sharing a given task enabled the Edit Items option, the task will be fully read-only — the Edit button will not be visible, Set Status will be disabled, all fields in the Details tab will be read-only, the links tab will not show the add button, and add, edit, and delete controls in the Assignments tab will be disabled.
If at least one sharing user has granted edit rights, standard behaviour and any existing restrictions will apply as normal.
Similarly, if none of the users sharing a task enabled the Delete Items option, the More ; Delete option will not be visible for that task.
If any sharing user has granted delete rights, existing behaviour and restrictions are preserved.
Assign a task from Quick Note
When creating a task via Quick Note, users can now assign it directly to another user or user group without needing to navigate to the task record afterwards.
Two new fields — Assign Task to User and Assign Task to User Group — appear on the Quick Note screen when the Create task checkbox is checked. Both fields are displayed on the same line, beneath the existing Task Type and Task Date fields, and each includes a magnifying glass button to open the relevant picklist. The picklists behave the same as they do in the existing Assignments Tab in My Actions ; Tasks.
When the Quick Note is saved, the task is created with the selected user and/or user group assignment applied, and the assignment is reflected on the task record as normal. If neither field is populated, the task is assigned to the current user as before.
Where a user has been assigned and the Create Reminder checkbox is ticked, the reminder will be set against the assigned user rather than the person creating the note.
If only a user group is selected with no individual user, the Create Reminder checkbox will be automatically disabled and unchecked, as reminders cannot be set against a group alone.
Task Notes Column in Table View
When viewing tasks in table view, in the Notes column now:
the stored plain text value gets displayed.
the content is limited to the first 200 characters.
if the content is truncated, hovering over it displays the first 200 characters of the plain text value.
Also, when a system upgrade is applied, the plain text column is populated for all the existing Tasks where the ‘Updated On’ date is within the last year.
Ability to add a Task from a Diary Event
We have introduced the ability to create a task directly from a diary event, ensuring any follow-up actions are captured at the point of scheduling.
When navigating to My Diary and clicking + Event to create a new event, a Create Task checkbox is now available beneath the Timezone field. This option is visible in New mode only and does not appear when editing an existing event.
When the checkbox is selected, the following task fields appear within the modal:
Subject (mandatory) — pre-populated with the default text Note : <Event Title>.
Task Type (mandatory) — populated from the Task Type list values configured under Options ; Manager ; Look Ups ; List of Values ; Task Type ; List Values.
Task Date (mandatory) — the selected date is applied to both the Start Date and Due Date fields in the Task form view.
When the diary event is saved with Create Task selected, the diary event is created alongside a new task. The task is linked to the diary event and appears in the Other Links tab of the event with the description <Task Type> - <Task Subject> and a type of LinkedTask.
When viewing the task record, the originating diary event appears in the Links sublist with a link type of LinkedEvent, filed as <Event Type> - <Event Title>.
Tasks – "Reminder For" Dropdown
We have introduced a Reminder For field on the Task Info section, allowing consultants to direct task reminders to themselves or to a specific assigned user.
When editing a task — whether a personal task or one shared via the Tasks Shared Links view — and the Reminder checkbox is ticked, a new Reminder For dropdown is displayed directly below the existing Reminder Time field.
Opening the dropdown presents the current user's name at the top, followed by all users listed in the Task Assignment Users Sublist in alphabetical order.
Only one recipient can be selected per reminder. Once saved, the reminder behaves as it does currently, but is directed to the selected user.
When creating a new task, the Reminder For field is visible but disabled, and displays the current user's name as the default value.
